Section I -- Name and Affiliation
A. The name of this organization is Southwest CUPA-HR (SWCUPA-HR) and it is composed of the states, chapters and countries which are assigned by the College and University Professional Association for Human Resources (CUPA-HR) to the Southwest Region. The states included are Arizona, Arkansas, California, Colorado, Nevada, New Mexico, Oklahoma, and Texas. Countries include Australia, Commonwealth of Northern Marianas, Mexico, Netherlands, and the Trust Territory of the Pacific Islands.
B. SWCUPA-HR is affiliated with and subject to the by-laws and operating procedures of CUPA-HR. The fiscal year of SWCUPA-HR shall be the same as that of CUPA-HR, July 1 through June 30.
Section II -- Objectives
A. The objectives and activities of SWCUPA-HR shall be consistent with those of the national organization, CUPA-HR. As such, SWCUPA-HR shall provide leadership in the advancement of contemporary and effective human resource management in higher education, by providing quality products and services to diverse member institutions and human resource professionals. SWCUPA-HR also embraces the principle that people are the key to success for each institution, and that each individual has inherent worth in the workplace.
The purpose of SWCUPA-HR is to:
B. SWCUPA-HR is organized as a part of CUPA-HR and is to be operated exclusively for charitable and educational purposes within the meaning of sections 501(c)(3) and 170(c)(B) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue law). SWCUPA-HR shall not carry on any activities not permitted for organizations exempt from federal income tax under these statutes. In addition, in no event, either during the operation of SWCUPA-HR or upon its dissolution, shall the assets be used for any purpose other than exclusively education and/or charitable purposes.
Section III -- Membership
A. Eligibility requirements and membership categories of SWCUPA-HR shall be the same as those for CUPA-HR membership, so long as members either reside or work in the geographical area encompassed by SWCUPA-HR.
B. Institutional Key Representatives of SWCUPA-HR are eligible to vote on issues concerning the region.
Section IV -- Board of Directors
A. Officers and State Representatives
i. The affairs of the Region shall be governed by a Board of Directors consisting of: the Chair, Chair-Elect, Past Chair, and one Representative from each state.
ii. The Treasurer, and Communications Director shall already be a member of the SWCUPA-HR Board and will concurrently serve as their State Representative.
ii. Only members of CUPA-HR and SWCUPA-HR who have participated in CUPA-HR activities shall be eligible to hold office for SWCUPA-HR.
B. Board Responsibilities
i. The Board of Directors shall be responsible for carrying out the objectives and purposes of the Region and these Operating Procedures.
Section V -- Selection of Officers and State Representatives
A. Nomination and Election of Chair-Elect.
i. Nominations for Chair-Elect will be accepted each December. Candidates for the position may be self-declared or nominated by a SWCUPA-HR member.
ii. Each Chair-Elect candidate shall submit to the Chair a formal letter of application for the office. This letter of application shall include a description of the candidate's qualifications to serve as Chair-Elect as well as a statement of issues, goals and activities to be pursued by the candidate. The board shall conduct the election.
B. Nomination and Election of Treasurer and Secretary
i. Candidates for the positions of Treasurer, Secretary and Communications Director may be self-declared or be nominated by a fellow Board member.
ii. Election of Treasurer, Secretary and Communications Director shall be by majority vote of the Board membership.
C. Selection of State Representatives to the SWCUPA-HR Board
i. Selection of State Representatives to the SWCUPA-HR Board shall be delegated to each SWCUPA-HR Chapter.
ii. If no chapter exists in a particular state, the Elections Committee shall solicit nominees from Institutional Key Representatives with the assistance of the current State Representative. In the last year of the term for State Representatives, nominations will be accepted in December. If more than one person is nominated from a given state, election shall be by mail or electronic ballot sent to each Institutional Key Representative within the state. Election ballots for open State Representative positions will be distributed each January.
Section VI -- Terms of Office for Officers and State Representatives
A. The Chair-Elect shall serve for a period of one year, commencing on July 1 and ending on June 30. The Chair-Elect shall succeed to the position of Chair for the next year, and assume the position of Past-Chair for the third year following election to the position.
B. The Treasurer, Secretary and Communications Director shall serve for the duration of their remaining term on the Board, but preferably for a three-year terms, commencing on the July 1 following the election and ending on June 30 three years later.
C. Regional Directors shall serve three-year staggered terms, commencing on July 1 following the election and ending on June 30 three years later. Election to the position of regional Director may extend an individual's appointment to the regional Board. It is the intent not to extend the total number of regional Board members if possible. The Chair will work with a Chapter/Member institution if an extension of the State Representative office is necessary to coincide with an appointment of regional Director.
D. State Representatives to the SWCUPA-HR Board shall serve three-year staggered terms, with terms to begin on July 1 and end on June 30 three years later, to ensure that no more than one-third of the Board members rotate off the Board each year. If necessary, a State Representative's term may be extended to coincide with a regional Director term.
Section VII -- Officer and State Representative Vacancies
A. In the event of a vacancy in the office of the Chair, Chair-Elect, Treasurer or Communications Director, the office shall be filled by an individual elected by a majority vote of the Regional Board membership.
B. In the event a State Representative resigns before their term of service is completed, the SWCUPA-HR Chair, in consultation with the relevant Chapter chair or other appropriate state membership, shall appoint another member from that state to complete the term of service. If the remainder of the term is less than two years, the term of appointment will be two years commencing July 1 of the fiscal year.
C. In the event that the Past Chair is unable to serve, the immediate Past Chair will be asked to complete the term of service.
D. In the event a regional Director resigns before completing the term of service, the SWCUPA-HR Chair shall appoint another SWCUPA-HR member to complete the term of service.
Section VIII -- Duties of Officers and State Representatives
A. The Chair shall serve as head of the Executive Committee as well as provide leadership for the SWCUPA-HR Board. Some of the duties of the Chair shall be to notify SWCUPA-HR Board members of meetings, to preside at all meetings, to appoint committees and committee chairs, and to supervise activities and functions of SWCUPA-HR. The Chair shall act as liaison with the President of CUPA-HR and with the national office of CUPA-HR. The Chair shall perform other executive duties as required.
B. It shall be the responsibility of the Chair-Elect to serve as the upcoming SWCUPA-HR Regional Conference Chair, to assist the-HR SWCUPA-HR Chair and to assume the duties of the Chair in the Chair’s temporary absence.
C. It shall be the responsibility of the Past Chair to serve as the Elections Committee Chair and to assist the SWCUPA-HR Chair.
D. The Secretary shall take minutes at all business meetings. The Secretary shall communicate to the President of CUPA-HR and/or such other persons as may be designated, the names and addresses of newly elected SWCUPA-HR officers within seven days of election. The Secretary shall also fulfill the role of Parliamentarian.
E. The Communications Director serves in the role as editor of the regional newsletter, and webmaster for the SWCUPA-HR website. The Communications Director is charged with ensuring timely and thorough information about SWCUPA-HR to its members. The Communications Director shall also perform such other duties as the Chair shall direct.
F. The Treasurer shall collect registration fees and other monies due in connection with the annual regional conference and shall disburse same for that purpose. The Treasurer will retain custody of such funds as SWCUPA-HR is authorized by CUPA-HR and shall review accounting and financial reports prepared by CUPA-HR National as the SWCUPA-HR Board shall direct. The Treasurer shall also perform such other duties and the Chair shall direct.
G. The Awards Chair shall solicit award nominations and submit said nominations to the board for evaluation. The Awards Chair is charged with acquiring awards and preparing announcements.
H. State Representatives shall serve on standing and ad hoc committees of the Region. At each Regional Meeting, they shall submit reports on chapter and state activities that would be of interest to the Region. State Representatives shall assist in promoting membership activities in their respective areas.
Section IX -- Executive Committee
A. The Executive Committee shall be composed of the Chair, Chair-Elect, Past Chair, Treasurer, Secretary and Communications Director. In the event that the Past-Chair is unable to attend or participate, the most immediate Past Chair will be asked to serve.
B. The Executive Committee shall meet upon call of the Chair.
C. The Executive Committee has authority to:
D. A quorum for the Executive Committee shall consist of two thirds of the members.
E. An authorizing vote on any matter shall be by a simple majority of the quorum.
Section X -- Committees
A. Standing Committees
i. The standing committees shall be the Annual Regional Conference committee, the Elections Committee, and the Recognition Committee.
ii. Standing committees shall generally be composed of three or more SWCUPA-HR Board Members.
iii. Each committee chair shall appoint membership of each standing committee.
iv. The SWCUPA-HR Chair shall be an ex-officio member of all standing committees.
v. A quorum for any standing committee shall consist of two-thirds of the committee membership.
vi. Voting shall be by a majority of those present, except in the event of voting by mail, electronic mail or telephone, which shall be by majority of those involved.
vii. Standing Committees and their responsibilities include:
a. Annual SWCUPA-HR Regional Conference Committee
1. Plan the annual SWCUPA-HR Regional Conference, including arranging for site accommodations.
2. The Chair-Elect shall serve as chair of the Annual SWCUPA-HR Regional Conference.
3. The Chair of the Annual SWCUPA-HR Regional Conference may, as deemed necessary, designate other SWCUPA-HR Board members and/or other members from the Region to serve on the Conference Committee.
b. Elections Committee
1. Oversee all elections of regional positions, as appropriate, as well as regional activities related to nominations for national CUPA-HR officer positions. In addition, assure timely notification to SWCUPA-HR membership of the nominating and electoral processes for Chair-Elect and, when necessary, any State Representative positions.
2. The SWCUPA-HR Past-Chair shall serve as Chair of the Elections Committee.
3. The Elections Committee will work closely with the Communications Director to ensure that the electronic newsletter and the SWCUPA-HR web site include information regarding the nomination and electoral processes.
c. Recognition Committee
1. Collects and reviews nominations of individuals from the respective chapters and member institutions for the various recognition categories.
2. Analyze nominations against established qualification criteria.
3. Present award nominees to the Board for discussion and approval.
4. Organize and provide oversight for recognition at SWCUPA-HR's Annual Regional Conference and Business Meeting.
5. The Awards Chair shall serve as Chair of the Recognition Committee.
B. Other Committees
i. The Chair may authorize additional committees to address specific needs of SWCUPA-HR.
ii. The term of any additional committee shall not be expected to extend beyond the special need or program for which it was authorized.
iii. Quorums for these committees shall be two-thirds of the committee membership.
Section XI -- Annual Recognition Awards
A. Each year, the members of SWCUPA -HR are asked to evaluate fellow individual and institutional members and make nominations for appropriate awards. Nominations are due by February 15, and will be reviewed by the regional awards committee and presented to the regional board for consideration. Presentation of the awards are made at the next SWCUPA-HR Regional Conference and Business Meeting. Each individual nomination must include a letter describing the contributions and achievements of the nominee, a copy of the nominee's resume and, if possible, a letter of support. Institutional nominations for the Excellence in Human Resource Management Award must completely address the questions outlined below. In addition, letters of support from a minimum of two colleague institutions must be obtained.
B. Opportunities for Recognition include:
i. Regional Lifetime Membership: This award is for Human Resources professionals who have retired or are about to retire, and who have made outstanding contributions to their institutions, to CUPA-HR and/or to the Southwest Region.
ii. Southwest Academy Membership: The purpose of this award is to recognize and honor those Human Resource professionals who have made significant contributions to higher education. Eligibility requirements for this award include:
iii. The Roadrunner Award: The purpose of this award is to identify and recognize a Human Resource professional who is a positive role model, having made significant contributions(s) to the profession, his/her campus and/or CUPA-HR. A significant contribution may include something innovative, service connected, creative, etc. The process for this award is delegated to each SWCUPA-HR Chapter. If no chapter exists in a particular state, the Recognition Committee shall solicit nominees from Institutional Key Representatives with the assistance of the State Representative. If more than one person is then nominated from a given state, the regional awards committee will make the selection based on written information submitted.
iv. The Hugh Avery Award of Distinction: The purpose is to identify a member of SWCUPA-HR for an award that is named after Hugh Avery, a former leader in the university Human Resources profession. This individual will be judged to have met the high level of personal attributes and human resource professional standards set by Hugh Avery. The honoree shall meet the following criteria:
v. Excellence in Human Resource Practices
This annual award acknowledges institutions of higher education that have established an institutional environment that recognizes creative and innovative approaches to human resource management. This award shall be in support of the successful development and implementation of creative, innovative, and progressive human resource development programs.
Each regional institution so honored will be recognized with a National Award of Excellence to be presented at the annual CUPA-HR National Conference. Each institution will be awarded a plaque. The national recipient is chosen from among regional awardees.
Criteria and Nominee Questions
Answers to the questions that follow each criterion statement are the basis for determining whether a nominee has met each criterion.
Provision of the resources necessary to maintain a current membership in the College and University Professional Association for Human Resources and participation in its activities.
Recognition of the importance of the human resource function within the organizational structure of the institution through the establishment of the head of the human resource department as a key member of the institution's management team.
Demonstration by the head of the human resource department of a leadership style that generates support of the human resource function from the administration, faculty, and staff.
Section XII -- Meetings
A. SWCUPA-HR Annual Regional Conference and Business Meeting
i. The annual regional conference of SWCUPA-HR shall be held at such time as the SWCUPA Board shall determine.
ii. A simple majority of the SWCUPA-HR eligible voting membership in attendance at an official business meeting shall validate the vote on any agenda item brought before the membership. One vote shall be afforded to each institution in attendance at the business meeting.
Section XIII -- Dues and Fees
A. SWCUPA-HR shall not levy any dues. Registration fees for the annual regional conference shall not be considered as dues.
B. SWCUPA-HR Regional Conference and Business Meeting registration fees are waived for Honorary Lifetime CUPA-HR members. CUPA-HR National will pay for the cost of meals and social events for Honorary Lifetime-HR CUPA members who retired from an institution in another region.
C. SWCUPA-HR shall offer two free registrations, on a first-come, first-serve basis, to representatives of other CUPA-HR regional boards. Any additional representatives from other regional boards attending a SWCUPA Regional Conference and Business Meeting shall reimburse SWCUPA-HR the cost of meals and social events.
Section XIV -- Corporate Partners
A. Corporate Partners represent a rich resource for interesting and timely presentations to the SWCUPA-HR and its membership. Presentations made by Corporate Partners must be limited to generic information -- no product publicity or endorsement is permissible within the presentation.
B. Corporate Partners, with paid registration and exhibition fees, may attend conference workshops and display information regarding products and services in specially designated areas.
C. Additional support from Corporate Partners may include, but is not limited to, paid sponsorship of speakers, meals, special events, door prizes, etc.
Section XV -- Parliamentary Authority
A. All meetings which take place as a SWCUPA-HR business function shall be in conformance with "Robert's Rules of Order as Revised."
Section XVI -- Authority
A. The Operating Procedures of the Southwest Regional Organization of the College and University Professional Association for Human Resources (SWCUPA-HR) may be changed or modified only by majority vote of the SWCUPA-HR Board.
Original Adoption:
April 30, 1999
Amended: August 07,
1999
Amended: April 29, 2000
Amended: July 8, 2000
Amended: September 3, 2003
Amended: April 24, 2004
Amended: April 23, 2005